After securing commitment from the key stakeholders, a Steering Group should be formed in order to:
- Guide, oversee and support the Work PositiveCI project
- Provide leadership, strategic direction, and make decisions
- Evaluate progress through scheduled meetings at key stages of the project
You may be able to modify an existing Steering Group / committee and broaden its membership base and purpose. Typical membership of the Steering Group includes: senior management, line management, employee representatives, human resources, health & safety professionals, occupational health professionals, EAP/MHP among others.
Common questions on structuring a Steering Group
In order for the Steering Group to function they must first clearly define the Steering Group mission, strategic objectives, develop a Steering Group Charter and identify key roles and members.
Essential roles of the Steering group include a Work PositiveCI Project co-ordinator(s), a Chairperson and a Secretary (to record and circulate agenda and minutes).
The steering group will need to nominate a Chair to drive the meetings forward. The Chairperson should also keep the Board and/or Senior Management informed on the project progress. This could be the most senior member or alternatively could be rotated through the membership alphabetically at each meeting.
A Work PositiveCI project coordinator should be designated by senior stakeholders or elected by the Steering group. The primary role is to coordinate and support the delivery of Work PositiveCI activities. As success will be linked to coordinators time and ability, it is essential that this individual can effectively engage and influence key stakeholders and dedicate the appropriate amount of time to the role.
The size of the Steering Group will depend on the size and set up of your organisation. Try to keep the committee to a manageable size (five to ten individuals should suffice). If other members are keen to get involved they can act as wellbeing champions (or in a subcommittee) until a steering committee post opens up.
Determine how often the Steering Group needs to meet (More regularly during the Measure and Action Plan stage then once every two months should suffice – no less than once a quarter!). Try to plan your meetings well in advance to make sure members are free to meet.
Group members can either be recruited or managers could appoint representatives from different areas of the organisation. Voluntary is the preferred option.
Consider making the Group posts for a limited period of time (e.g. 12 - 18 months). Remember to stagger the terms of membership first time round to facilitate easier transitions (or else the whole group will open to new membership at the same time thus losing historical expertise). Rotating membership will keep the Steering Group energised. Give members the option to renew or discontinue involvement after a designated time commitment.
Consider using a Quorum. e.g., A quorum of fifty percent plus one must be met in order to proceed with the meeting. When making decisions, the Steering Group should strive for consensus. Consensus is defined as being able to live with, accept, and support a decision, when there is not total agreement.